Firearm Incidents File Specifications

U.S. DEPARTMENT OF EDUCATION

EDFactsSubmission System

C094 – Firearm Incidents

File Specifications

Version 11.0

SY 2014-15

August 2014

U.S. DEPARTMENT OF EDUCATIONC094 – Firearm Incidents
File Specifications v11.0

This technical guide was produced under U.S. Department of Education Contract No. ED-PEP-09-O-0044 with 2020 Company, LLC. Brandon Scott served as the contracting officer’s representative. No official endorsement by the U.S. Department of Education of any product, commodity, service or enterprise mentioned in this publication is intended or should be inferred.

U.S. Department of Education

Arne Duncan

Secretary

EDFacts

Ross Santy

System Owner

August 2014

This technical guide is in the public domain. Authorization to reproduce it in whole or in part is granted. While permission to reprint this publication is not necessary, the citation should be: FILE 094 – Firearm Incidents File Specifications V11.0 (SY 2014-15), U.S. Department of Education, Washington, DC: EDFacts. Retrieved [date] from

On request, this publication is available in alternate formats, such as Braille, large print, or CD Rom. For more information, please contact the Department’s AlternateFormatCenter at (202) 260–0818.

DOCUMENT CONTROL

DOCUMENT INFORMATION

Title: / C094 – Firearm Incidents File Specifications
Revision: / Version 11.0
Issue Date: / August 2014
Security Level: / Unclassified – For Official Use Only
Filename: / c094-11-0.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 – 10.0 / Versions 1.0 through 8.0 are used to build files for school years prior to SY 2014-15
11.0 / August 2014 / Updated for SY 2014-15

PREFACE

This document provides technical instructions for building files that are submitted through the EDFacts Submission System (ESS). The ESS is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the U.S. Department of Education.

This document is to be used in coordination with other documentation posted on under EDFacts System Documentation, including:

EDFacts Workbook – a reference guide to using the EDFacts

Submission System (ESS); particularly useful to new users; contains multiple appendices, including one that explains how to use the file specifications

ESS User Guide – provides assistance to new users of the EDFacts Submission System (ESS); it addresses the basic mechanics of system access and data submission

EDFacts Business Rules Guide – describes each business rule including the error number, type, message, definition, edit logic, and the file specifications where the business rules are applied

Please contact the Partner Support Center (PSC) with questions about the documents. You will find contact information for PSC and each State EDFacts Coordinator at:

Data submitted through the ESS are authorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1875-0240, expires 2/29/2016). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, kindergarten through grade 12 (K–12) performance data for education planning, policymaking, and management and budget decision-making to improve outcomes for students. EDFacts centralizes data provided by SEAs, LEAs and schools, and provides users with the ability to easily analyze and report data. This initiative has significantly reduced the reporting burden for state and local data producers, and has streamlined data collection, analysis and reporting functions at the federal, state and local levels.

August 2014 / 1 / SY 2014-2015

U.S. DEPARTMENT OF EDUCATIONC094 – Firearm Incidents
File Specifications v11.0

Contents

DOCUMENT CONTROL

PREFACE

1.0PURPOSE

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Changes from the SY 2013-14 File Specifications

2.2Core Requirements for Submitting this File

2.3Required Categories and Totals

2.4Guidance

2.5Definitions

3.0FILE NAMING CONVENTION

4.0FIXED OR DELIMITED FILES

4.1Header Record Definition

4.2Data Record Definition

5.0XML SPECIFICATIONS

5.1Category XML Object

5.2Table Type XML Object

5.3Agency XML Object

5.4File Transmit XML Object

August 2014 / 1 / SY 2014-2015

U.S. DEPARTMENT OF EDUCATIONC094 – Firearm Incidents
File Specifications v11.0

1.0PURPOSE

This document contains instructions for building files to submit EDFacts Data Group 601: Firearm Incidents Table. The definition for this data group is

The number of incidents involving students who brought or possessed firearms at school.

The data collected using this file specification are used to monitor and report on the Gun-Free Schools Act.

2.0GUIDANCE FOR SUBMITTING THIS FILE

This section contains changes from the previous school year, core requirements for submitting this file, required categories and totals, and general guidance.

2.1Changes from the SY 2013-14 File Specifications

Other than the editorial changes listed in the document history on page ii, there have been no other changes to this file specification.

2.2Core Requirements for Submitting this File

The following table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting.

Table 2.2-1: Core Reporting Requirements

SEA / LEA / School
Reporting Period / Entire school year
Education units reported / Include SEA / Operational LEAs that had students involved with firearms / File not submitted at the school level
Education units not reported / Closed, inactive, or future LEAs
LEAs that did not have any students involved with firearms
Type of count / Once for each incident / Once for each incident
Zero counts / Required / Not required
Zero exceptions
Not applicable
Missing / Use “-1” to report missing counts.
Use “MISSING” when a category is not available.

2.3Required Categories and Totals

The table below lists the combinations of the categories that are expected to be submitted for the state and each LEA or school that should be included in the fileAn “X” in the column indicates that the column must be populated when reporting that particular category. The total indicator must be “N” (No). The abbreviations in the “Table Name” column represent the technical name of the data used in the file.

Table 2.3–1: Required Categories and Totals

Category Set / Table Name / Weapon / Total Indicator / Comments
Category Set A / FIREARMINCDNT / X / N / Incident Count by Weapon

2.4Guidance

This file specification is used to collect the number of firearms incidents that occurred during the school year, not the number of students involved with firearms incidents.

Additional guidance for this file is provided below:

Which incidents should be reported in this file?

Any incident in which a student was found to have brought a firearm to school or possessed a firearm at school should be reported, even if the expulsion is shortened or no penalty is imposed. A firearm is defined in section 2.5.

Should incidents that involve students with disabilities (IDEA) be reported in this file?

Yes. Incidents in which a student with disabilities (IDEA) brought a firearm to school or possessed a firearm at school should also be included, even if it is determined that the incident is a manifestation of the student’s disability.

What are the permitted values for weapon?

Weapon in this file specification refers only to firearms. The permitted values are:

HANDGUNS – Handguns
RIFLESHOTGUN – Rifles or Shotguns (see definitions in section 2.5)

OTHER – Any firearm (see definition in section 2.5) that is not a handgun or a rifle or a shotgun.
MULTIPLE – Use of more than one of the above (handguns, rifles/shotgun, or other)

Incidents using weapons other than a firearm should not be reported in this file.

What items are not considered firearms?

Firearms do not include items such as toy guns, cap guns, bb guns, and pellet guns.

Do other files collect related data?

Yes. The number of students involved with firearms is reported in the related file C086 – Students involved with firearms. This specification collects the number of firearms incidents.

2.5Definitions

The following definitions support this file:

Firearm

A firearm is defined in Title 18 USC §921, Definitions as follows:

any weapon (including a starter gun) which will or is designed to or may readily be converted to expel a projectile by the action of an explosive;
the frame or receiver of any such weapon;
any firearm muffler or firearm silencer; or
any destructive device. Such term does not include an antique firearm.

Destructive device

The term “destructive device” used in part (D) of the definition of “firearm” means

any explosive, incendiary, or poison gas:
bomb,
grenade,
rocket having a propellant charge of more than four ounces,
missile having an explosive or incendiary charge of more than one-quarter ounce,
mine, or
device similar to any of the devices described in the preceding clauses;
any type of weapon (other than a shotgun or a shotgun shell which the Attorney General finds is generally recognized as particularly suitable for sporting purposes) by whatever name known which will, or which may be readily converted to, expel a projectile by the action of an explosive or other propellant, and which has any barrel with a bore of more than one-half inch in diameter; and
any combination of parts either designed or intended for use in converting any device into any destructive device described in subparagraph (A) or (B) and from which a destructive device may be readily assembled.

The term “destructive device” shall not include any device which is neither designed nor redesigned for use as a weapon; any device, although originally designed for use as a weapon, which is redesigned for use as a signaling, pyrotechnic, line throwing, safety, or similar device; surplus ordnance sold, loaned, or given by the Secretary of the Army pursuant to the provisions of section 4684 (2), 4685, or 4686 of title 10; or any other device which the Attorney General finds is not likely to be used as a weapon, is an antique, or is a rifle which the owner intends to use solely for sporting, recreational or cultural purposes.

Shotgun

For this file specification, shotgun is either a shotgun or a “short-barreled shotgun.”

The term “shotgun” means a weapon designed or redesigned, made or remade, and intended to be fired from the shoulder and designed or redesigned and made or remade to use the energy of an explosive to fire through a smooth bore either a number of ball shot or a single projectile for each single pull of the trigger.
The term “short-barreled shotgun” means a shotgun having one or more barrels less than eighteen inches in length and any weapon made from a shotgun (whether by alteration, modification or otherwise) if such a weapon as modified has an overall length of less than twenty-six inches.

Rifle

For this file specification, rifle is either a rifle or a “short-barreled rifle.”

The term “rifle” means a weapon designed or redesigned, made or remade, and intended to be fired from the shoulder and designed or redesigned and made or remade to use the energy of an explosive to fire only a single projectile through a rifled bore for each single pull of the trigger.
The term “short-barreled rifle” means a rifle having one or more barrels less than sixteen inches in length and any weapon made from a rifle (whether by alteration, modification, or otherwise) if such weapon, as modified, has an overall length of less than twenty-six inches.

3.0FILE NAMING CONVENTION

The following file naming convention is to help identify files to provide technical assistance.

A maximum of 25 characters (including the file extension) is allowed for the file name.

The following is the naming convention for file submissions:

sslevFRAMNCDNTvvvvvvv.ext

Table 3.0-1: File Naming Convention

Where / Means / Limit in characters
ss / USPS State Abbreviation / 2
lev / Abbreviation for level:

SEA for an State Education Agency level
LEA for an Local Education Agency level

/ 3
filename / FRAMNCDNT / 9
vvvvvvv / Alphanumeric string designated by the SEA to uniquely identify the individual submission (e.g., ver0001, v010803) / 7
.ext / Extension identifying the file format:
.txt – fixed
.csv – comma delimited
.tab – tab delimited
.xml – XML / 4

4.0FIXED OR DELIMITED FILES

This section describes the fixed file and delimited file specifications. The fixed file and delimited files contain a header record followed by data records. The file type is specified in the header record.

The “Pop” column in the header and data records is coded as follows:

M - Mandatory, this field must always be populated

A - This field is populated in accordance with table 2.3-1“Required Categories and Totals”

O - Optional, data in this field are optional

4.1Header Record Definition

The header record is required and is the first record in every file submitted to the ESS. The purpose of the header record is to provide information as to the file type, number of data records in the file, file name, file identifier, and file reporting period.

Table 4.1–1: Header Record

Data Element Name / Start
Position / Length / Type / Pop / Definition / Comments / Permitted Values
Abbreviations
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / SEA FIREARM INCIDENTS
LEA FIREARM INCIDENTS
Total Records In File / 51 / 10 / Number / M / The total number of Data Records contained in the file. The header record is NOT included in this count.
File Name / 61 / 25 / String / M / The file name including extension, the same as the external file name. / See section 3.0
File Identifier / 86 / 32 / String / M / Any combination of standard characters to further identify the file as specified by the SEA (e.g., a date, person’s name, version number).
File Reporting Period / 118 / 9 / String / M / The school year for which data are being reported. The required format is "CCYY–CCYY" or "CCYY CCYY", where either a hyphen or a space separates the beginning and ending years. / 2014-2015
or
2014 2015
Filler / 127 / 268 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 395 / 1 / M /

Below is an example of a header record.

Table 4.1–2: Header Record Example

Format / File Type, Total Records in File, File Name, File Identifier, File Reporting Period,¶
Example / LEA FIREARM INCIDENTS,4,EULEAFRAMNCDNTVER0007.CSV,characters to identify file,2014-2015,¶

4.2Data Record Definition

Data records are required and immediately follow the header record in every file submitted to the ESS. Data records provide counts for the specified category sets, subtotals and education unit totals.

Table 4.2–1: Data Records

Data
Element
Name / Start
Position / Length / Type / Pop / Definition / Comments / Permitted Values
Abbreviations
File Record Number / 1 / 10 / Number / M / A sequential number assigned by the State that is unique to each row entry within the file.
DG559
State Code / 11 / 2 / String / M / The two-digit American National Standards Institute (ANSI) code for the state, District of Columbia, and the possessions and freely associated areas of the United States. / For a list of valid State Codes, refer to the EDFacts Workbook.
DG570
State Agency Number / 13 / 2 / String / M / A number used to uniquely identify state agencies. This ID cannot be updated through this file. / 01 – State Education Agency
DG4
State LEA Identifier / 15 / 14 / String / M / The identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file. / SEA level – Blank
Filler / 29 / 20 / String / M / Leave filler field blank.
Table Name / 49 / 20 / String / M / See section 1.0 / FIREARMINCDNT
Weapon / 69 / 50 / String / A / The type of weapon. / HANDGUNS – Handguns
RIFLESHOTGUN – Rifles / Shotguns
MULTIPLE – More than one type of weapon or firearm
OTHER – See guidance 2.4
Filler / 119 / 50 / String / M / Leave filler field blank.
Filler / 169 / 15 / String / M / Leave filler field blank.
Total Indicator / 184 / 1 / String / M / An indicator that defines the count level – see table 2.3-1 “Required Categories and Totals” / N – Specifies category set
Explanation / 185 / 200 / String / O / Text field for state use
Incident Count / 385 / 10 / Number / M
Carriage Return / Line Feed (CRLF) / 395 / 1 / M

Below is an example of a data record, this is the set of data that should be submitted for each education unit. See section 2.3-1

Table 4.2–2: Data Record Example – LEA level

Aggregation / Example
Format / File Record Number,State Code,State Agency Number,State LEA Identifier,Filler,TableName,Weapon,Filler,Filler,TotalIndicator,Explanation,Incident Count¶
Category Set A / 1,80,01,00605EUPHORIA,,FIREARMINCDNT,RIFLESHOTGUN,,,N,,10¶

5.0XML SPECIFICATIONS

The XML files contain three (3) distinct metric objects and a file transmit object. The structure of the objects contains a node that defines the education unit that corresponds to the submitted metric. The structure also contains nodes that represent the characteristics of the metric (see table 2.3-1 for a list of the characteristics used in this file), the associated value, and whether the metric value is a subtotal or total of the education unit. The metric objects are contained within the file transmission objects that define the group of values that is being submitted.

The XML specifications are represented in a table with the headings:

Element – name of the XML element tag
Attribute – name of the XML attribute tag
Category Value – name of the category
Char – the XML element or attribute characteristic see table 5.0-1 below
Definition/Comments – definition and additional comments related to formats or other business rules
Permitted Values –values for data elements

The Char (characteristics) column in the XML format matrices accepts the following codes:

Table 5.0-1: XML Format Codes

Code / Characteristic
M / Mandatory Element/Attribute
O / Optional
C / Conditionally Required
MR / Mandatory and Repeatable Element
OR / Optional and Repeatable Element
CR / Conditional and Repeatable Element

The size of the fields is found in the record layouts in section 4.1 and 4.2.

5.1Category XML Object

The category XML object is used to define the characteristics associated with a count. There may be zero, one, or more categories defined for a count.

Table 5.1-1: Category XML Object Definition

Element / Attribute / Data Element Name
(from Fixed Format document) / Category Value / Char / Definition / Comments / Permitted Values
Abbreviations
CATEGORY
TYPE / M / The category(ies) for the table type.
Weapon / WEAPONTYPE
VALUE / M / The category permitted value.
WEAPONTYPE / The type of weapon. / HANDGUNS - Handguns
RIFLESHOTGUN - Rifles / Shotguns
MULTIPLE - More than one type of weapon or firearm
OTHER - See guidance 2.4.

Table 5.1-2: Category XML Object Example